Supplier FAQ

Pre-award

Where do you post your competitive bid documents and the results?

All publically tendered documents are posted to the BC Bid website. The names of all suppliers that have responded to competitive opportunities are also posted to this site. The name of the successful supplier is available through the Procurement Contact indicated in the competitive bid document at the conclusion of the process.

How can my company bid for BC Hydro procurement opportunities?

Bids can be submitted electronically (eBidding) through the BC Bid website. To do this, your company must first register with BC Bid. Hard copy submissions can also be delivered to BC Hydro. Responses must be submitted by the closing date and time specified in the competitive bid documents. Be sure to review the submission requirements.

How can my company be included in the preferred suppliers' list?

When BC Hydro wishes to create a pre-qualified suppliers' list to be used for one or more future procurements, a Request for Supplier Qualifications (RFSQ) will be posted on the BC Bid website. 

What are your dollar thresholds for publically tendering?

With certain specific exceptions, BC Hydro is required to competitively bid services valued at $100,000+ and materials valued at $25,000+.

Who do I contact about questions on a bid opportunity?

Contact the Procurement Contact indicated in the competitive bid document. Also check for any Addenda and Questions and Answers posted on the BC Bid website.

How are bid submissions evaluated?

BC Hydro discloses all high-level evaluation criteria in the competitive bid documents. 

Once the evaluation of the bids is complete, how do we get any feedback on our submission?

Once a competitive process is completed, all suppliers who submitted bids are notified of the results and can request a debriefing meeting, whereby BC Hydro will review with the supplier their own evaluation scoring and feedback. This discussion is intended to assist suppliers in strengthening their submission the next time they participate in a competitive bid process.

Post award and contract management

How can I address an issue related to the contract?

Contact the BC Hydro representative indicated in the contract document. Also refer to your contract as contractual disputes must follow the dispute resolution process defined in the contract between you and BC Hydro.

Invoicing and payment

I have questions about my invoice, who do I call?

Please contact the Accounts Payable Helpdesk at 604 663 3572 or BCH-AccountsPayable@absu.accenture.com.

They will answer your questions or direct you to the appropriate individual at BC Hydro.

How can I submit my invoice?

If you're a supplier with purchase orders and/or contract orders, you're required to invoice through eCommerce. If you haven't been set up on the on the Ariba Network, email the eCommerce team or call the Program Manager at 604 528 2212.

Why hasn't my invoice been paid?

Your invoice may be missing release numbers for a purchase order (PO), contract order (CO), blanket purchase order (BPO) or blanket contract order (BCO). Or maybe you submitted duplicate invoices. You'll be contacted by Accounts Payable to resolve any issues.

Who can answer my questions about a particular invoice?

Contact your BC Hydro representative or Accounts Payable at 604 663 3572.

Why has my invoice been rejected?

If you're enabled for eCommerce through the Ariba Network but you submitted your invoice via email, it will be rejected. Please resubmit your invoice through the Ariba Network. For training on how to submit an invoice, log onto your Ariba account and into the Supplier Information Portal, where you'll find tools, tips and short training videos.

To open up the Supplier Information Portal:

  • From the home page click on the white triangle in the company profile box in the top right corner of the page
  • Under Account Settings click on Customer Relationships
  • Click on Supplier Information Portal

Who can answer my questions about a particular invoice?

Contact your BC Hydro representative, email Accounts Payable or call 604 663 3572.

eCommerce

What is eCommerce?

eCommerce is the electronic exchange of contract orders (CO), purchase orders (PO), purchase order confirmations / acknowledgements and invoices. BC Hydro uses a third party service provider, the Ariba Network, for this process.

We prefer to work with you via eCommerce, and it became a contractual requirement for suppliers in 2013.

Why should I sign up? What are the benefits?

There are many benefits to participating in eCommerce, including:

  • Increased on-time payments
  • Ability to track invoices and orders online
  • Reduced invoice exceptions
  • Paperless and environmental friendly
  • Early Payment Offers

Using eCommerce has been a contractual requirement of doing business with BC Hydro since 2013, and eventually we will no longer accept paper or emailed invoices.

Can I choose not to participate in the eCommerce program?

This became a contractual requirement of doing business with BC Hydro in 2013, so it could impact your contract renewal if you don't want make the change. Eventually we'll no longer accept paper or emailed invoices.

Who is Ariba and what does Ariba provide to BC Hydro?

Ariba is an SAP company specializing in software and information technology services. It's a leading provider of collaborative business commerce solutions.

Why is eCommerce important to BC Hydro?

eCommerce offers benefits to both BC Hydro and our suppliers that will help us strengthen and improve our relationship. We are making it easier for our suppliers to do business with us.

Where do I sign up?

If you're a BC Hydro supplier with a contract or purchase order, please contact eCommerce providing details of the person(s) who has the authority to accept the Trading Relationship Request (TRR). The TRR will follow shortly. Accepting the TRR means you agree to Ariba's terms and conditions to connect with BC Hydro. You won't receive orders until you've been enabled, and BC Hydro will notify you when this is going to happen.

As part of your registration, you'll be asked to provide basic information about your company, including which industry you're in, the size and annual revenues of your business.

Is there a cost to register on the Ariba Network?

Suppliers don't pay a fee for transacting with BC Hydro through Ariba.

Do I need training to use Ariba, and how do I get it?

Yes, you do need training. Please contact eCommerce BC Hydro for details, or you can access training videos, after you've been enabled, through the Supplier Information Portal in your Ariba account.

How will I receive my purchase orders (POs) or contract orders (COs)?

Following acceptance of the Trading Relationship Request (TRR), and after you've been enabled for eCommerce through the Ariba Network, all purchase order (PO), contract order (CO) and invoices will be submitted through Ariba. You'll also need to sign up for electronic fund transfer (EFT) with BC Hydro to receive payment.

How will I submit invoices and receive payment?

After you've been enabled on Ariba, all PO and CO invoices will be submitted using Ariba. Suppliers who sign up for Ariba will also need to sign up for electronic fund transfer (EFT) with BC Hydro.

Do I need to enter my banking information into Ariba?

No, please don't enter your banking information in Ariba. Payment is made from our system. Whatever method of payment you're using now will be the same following enablement, but our preferred method is electronic fund transfer (EFT).

What if I forget my Ariba Network password?

If you forget your Ariba password, go to Ariba and click Forgot Password. Ariba will prompt you for the secret question entered during registration. BC Hydro can't assist suppliers with account access, password reset or account management.

I am new to using Ariba and I need a training session

Please contact the eCommerce team at eCommerce@bchydro.com or call the Program Manager at 604 528 2212. A team member will explain how electronic invoicing works and walk you through your invoice submission.

Where can I find tools and tips to help me invoice in my Ariba account?

Go to the supplier information portal within your Ariba account, locate your relationship with BC Hydro and open the link. All of our tools, tips and demonstration videos are there. We also have videos for review posted on the Invoicing and Payments page of this site.

Early Payment Offer

What are Early Payment Offers (EPOs) and how do they work?

By adjusting your settings in Ariba, you can receive notifications of EPOs, which allow you to be paid early in exchange for a sliding scale discount (calculated daily). These offers are completely optional and you can choose to accept on an invoice-by-invoice basis.

If you don't want to accept the EPO, and want to continue being paid as usual, you can simply ignore the offer.

Why have we introduced EPOs?

To give you greater control over your cash flow by giving you the option to be paid early.

Will EPOs impact my individual payment terms?

No they will not.

Which invoices are eligible for a discount?

All invoices are eligible for discount. The last date a discount can be taken is on the 27th day of the supplier's net 30 payment term.

Do I need to change the way I invoice to take advantage of EPOs?

Not if you are already sending your invoices through Ariba. If you are not yet transacting through Ariba, then you will need to sign up – to do this contact the eCommerce team.

How is the discount calculated?

The discount is calculated on a sliding scale based on the date selected to be paid. The percentage discount will reduce the closer you get to your contracted payment date.

Is the discount fixed?

Once you accept an EPO, the discount rate will not change.

I only want to review EPOs at certain times of the year…

If there are certain calendar dates and/or early payment terms that you would always like to accept or reject, you can set those rules within your Ariba account. Contact Ariba for guidance on setting these rules in your account. 

Where can I go for more information?

Self-serve guidance on EPOs are available on the Supplier Portal in Ariba. You can also contact Ariba directly for support, the eCommerce team or through Supplier Contacts.

Indigenous procurement

If we joint venture with an Indigenous business, who submits the bid?

That is a business decision to be made between the businesses involved in the submission.

Why did BC Hydro update the Indigenous Contract and Procurement Policy?

The previous policy was appropriate when it was introduced in 2006 and has enabled many businesses to provide work to BC Hydro. In F15, our direct Indigenous procurement spend was about $80 million.
However, we have also had a lot of feedback about the policy, with some people feeling the approach was overly restrictive and that it didn't provide meaningful benefits to First Nations communities.

For example:

  • We heard the Indigenous Business definition (e.g. 51% owned by a First Nation, etc.) was too restrictive and didn't allow the flexibility that some communities needed in order to build sustainable partnerships with businesses.
  • We heard concerns that the 5% Indigenous Inclusion weighting in public bid documents wasn’t necessarily benefitting First Nations communities.  Some bidders would ignore the requirement.

The revised policy addresses these issues and makes other improvements.

What are the changes from the previous procurement policy?

  • Directed procurement opportunities will only be used to offset commitments to First Nations groups and communities where BC Hydro's footprint has the most impact, and where we have agreements in place.
  • The definition of Indigenous Business has been revised to remove the 51% Indigenous ownership requirement. This allows First Nations to delegate business partners and to avoid having to set up complex and timely joint ventures.  It provides greater flexibility for First Nations.
  • There's no longer a specific Indigenous Inclusion weighting of 5%.  This was removed as it provided very little benefit.  Instead the revised Policy references BC Hydro's recent Statement of Indigenous Principles, which both BC Hydro employees and contractors are expected to adhere to.
  • The new Policy requires that a Notification Protocol is developed to ensure that required communication protocols are followed for work on First Nation Land.  In addition, there will be Indigenous Participation plans and reporting, which can be voluntary or prescribed depending on the type of work, location, contract type and value.

With the revised policy, which opportunities will be made available to First Nations?

Opportunities will generally be based on the applicable agreement(s) with the First Nations.

What's the definition of an Indigenous Business?

  • "Indigenous Business" describes any business arrangement in which Indigenous individuals and/or communities have an ownership or other interest, and includes any business entity identified by an Indigenous community as its designated business partner.
  • "Indigenous" means a First Nations, Inuit or Métis person.